Set-Up, Design & Decor

Event Set-up

For an on-campus event, contact the Event Support & Moving Services division of the Facilities office to begin planning the set-up and design of your room. Event Support offers lots of rental options that can help you achieve your event goals. Use the Event Support Request Form once you have determined your rental needs.

For an off-campus event, your venue will most likely provide standard banquet tables, linens, and chairs. In some cases, they may also provide staging and other set-up needs. Each venue is unique; it's important to understand what is provided (and at what cost) so you are not hit with unforseen rental fees. For larger, more complex events, an outside rental company may be necessary. We suggest Premiere Events or Marquee Rents.

Room Set-Up When considering how to arrange furniture in your event space, keep the overall purpose of the event in mind. Do you want guests to mix and mingle? Or is this a meeting where fostering dialogue is most important? Ask these kinds of questions as you decide how to set up your space. Once you have booked your venue, you can use a tool like the Room Layout Planner to try out different arrangements for how furniture will look in the space.

Design and Décor

Design and décor elements create the atmosphere and ambiance of an event. Event design should be planned in advance, especially for large or complex events.

Think about the type of event, the audience, and your budget as you decide on your design and décor.

Some simple items that can upgrade the look of your event:

Florals & Centerpices add vibrancy to any space. For a limited budget or small event, take a DIY approach to florals rather than purchasing finished arrangements from a florist. Groupings of individual succulents in small pots are cost effective, yet impactful. What department is hosting the event? Chemistry - use dyed water in beakers or tubes; Astronomy - place small telescopes with star confetti on your tables; Marine Science - a pile of sand and seashells is a simple option. You are only limited by your own creativity.

Lighting can create the right atmosphere for your event. Find out if there are easy ways to change the house lighting in your venue. For a more complex event discuss lighting options with your A/V company.

Votive candles create warmth in a room even on a small budget. If your venue does not allow votives, battery-operated candles are a lovely substitute.

Print Materials can include menu cards, programs, place cards and table numbers. Print materials can be used to brand your event and communicate your message to guests. Get help with all of your printing needs right here on campus by visiting Document Solutions.

Linen Rentals can be requested on the Event Support Request Form along with tables and chairs; for more options in sizing and colors, contact an external vendor or speak with your caterer. Not sure what size you need? Check out this Linen Size Chart.

CNS Events Loaners Program

The CNS Events office maintains an inventory of event supplies available to college departments and units for their event needs. To request, fill out a Request for CNS Events Supplies and email CNS Events with any questions. Inventory includes:

Terminology

Auditorium Seating

Chairs set up in rows facing the speaker or stage, also called “Theater Seating” and "Lecture Seating"

Banquet Round

A round table that usually seats between 8-12 guests, depending on its diameter; a 60" round will accommodate 8 guests comfortably and a 72" round will accommodate 10 guests comfortably

Chevron Seating

Room set-up in which chairs are placed in rows forming a V-formation facing the stage or podium, also called “Herringbone” and “V-Shape”

Classroom Seating

Tables are set in rows with chairs all facing the stage or podium; also called “Schoolroom Seating”

Fixed Seating

Seating at a venue or facility that is permanently positioned, not able to be moved

Head Table

Table at which a panel or honored guests sit

Hollow Square Seating

Tables are arranged in a square shape with chairs set only on the outside and nothing within the square

Horseshoe Seating

Tables are arranged in a u-shape with rounded corners; chairs may be placed on the outside or inside of the table arrangement; also called "U Shape Seating"

Linen

Usually referring to fabric on tables, plus napkins

Serpentine Set-up

A series of tables set together making a curvy line, often used to make a more interesting display of food or literature

Skirting

Fabric affixed around tables, stages and risers, often hiding cords and storage

Table or Seat Assignment

Guests are assigned a seat at a specified table

Table Tent

A folded card on a table used to indicate table number or provide other information for the guest

Tallboy Table

Standing cocktail table

Traffic Flow

The movement of visitors through an exposition or exhibit; also how the guests will move from one area or room to another

Events

Set-Up, Design & Décor

Event Set-up

Design and Décor

CNS Events Loaners Program

Terminology